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A Letter of Reprimand is a crucial document in Malaysian employment practice, used when formal disciplinary action is required but termination is not yet warranted. This document is typically issued after verbal warnings have proven ineffective or when the severity of an incident requires immediate formal documentation. The letter must comply with Malaysian Employment Act 1955 and related regulations, ensuring fair treatment and due process. It serves multiple purposes: documenting the incident or behavior, establishing a formal record of disciplinary action, outlining expected improvements, and protecting both employer and employee interests. The document is particularly important in progressive discipline systems and may be referenced in future employment actions or legal proceedings.

1. Letter Header: Company letterhead, date, reference number, and confidentiality notice

2. Recipient Details: Employee's full name, position, department, and employee ID

3. Subject Line: Clear indication that this is a Letter of Reprimand

4. Incident Details: Specific description of the incident(s) or behavior leading to the reprimand, including dates and locations

5. Policy Violation: Reference to specific company policies, procedures, or standards that were violated

6. Previous Warnings: Reference to any previous verbal or written warnings related to similar behavior

7. Impact Statement: Description of how the behavior affects the workplace, team, or company

8. Required Corrective Action: Clear outline of expected behavior changes and improvements

9. Consequences: Statement of immediate consequences and potential future consequences if behavior continues

10. Support Resources: Information about available resources to help employee improve

11. Signature Block: Space for signatures of issuing manager and employee acknowledgment